What's covered in this guide?
Time Clock App
The Time Clock App turns any compatible Android or Apple tablet into a dedicated time clock for your workplace. Employees record their shift start and finish times by entering their unique passcode. They can also record breaks.
Add a new time clock
1. Download the app
Download the Workforce.com Time Clock App from the App store for Apple devices or from the Play Store for Android devices
2. Get your setup code
Log in at my.workforce.com.
Go to Settings → Time Clocks.
Click Activate new time clock.
The New Time Clock Setup page shows a 10-digit setup code and the date and time it's Valid until.
3. Link the tablet to your account
In the Time Clock App, select My business uses Workforce.com, choose the setup code option, and enter your setup code.
Select the location of the time clock.
Optional: give the time clock a name. This helps you tell your time clocks apart if you have more than one. If you don't give it a name, it uses the location's name.
💡 Tip: You can use the same setup code to link as many time clocks as you like until it expires.
What tablets are compatible with the app?
The Time Clock App runs on tablets with:
Apple iOS 13.2 or above
Android 12.0 or above
For the best experience, we recommend a tablet that's at least 7 inches, with a front-facing camera.
Manage your time clocks
Go to Settings → Time Clocks to see all your time clocks. For each one, you'll see its name, locations, whether it's scoped to its location, app version, and when it was last heard from.
Offline time clocks: time clocks that haven't been in contact are marked Offline, and a warning appears at the top of the page. To show only these, set Time clock status to Offline.
See clock-ins: click Clock-ins to see the clock-ins recorded on that time clock.
Edit a time clock: click ⋮ → Edit to change its name, locations or location scoping.
Deactivate a time clock: click ⋮ → Deactivate. Deactivated time clocks are listed under Deactivated Time Clocks, where you can click Reactivate.
How the time clock chooses Start, Break or Finish
When an employee enters their passcode, Workforce.com selects the most suitable action. If it's wrong, the employee can tap the correct action instead.
Situation | Action selected |
The employee is clocked out | Start |
The employee clocked in more than the maximum shift length ago | Start |
The employee is clocked in, has more than an hour until their rostered finish, and hasn't had a break | Break Start |
The employee is clocked in and has less than an hour until their rostered finish | Finish |
The employee is clocked in and has already had a break | Finish |
The employee is on an unrostered shift that started less than 5 hours ago | Break Start |
The employee is on an unrostered shift that started more than 5 hours ago, or breaks are turned off | Finish |
📝 Important to note:
The Break option only shows when Allow employees to clock breaks is turned on. You'll find it in Settings → Permissions, under Employee Permissions. It's on by default.
The maximum shift length is set in Settings → Timesheet Settings → Maximum shift length (hours). The default is 14 hours.
Best practices
Turn on automatic app updates on the tablet so it always runs the latest version.
Wall-mount the tablet where employees gather before a shift. It isn't essential, but it helps make clocking in a habit.
Use the tablet only as a time clock, so it's always available and there's no reason to skip clocking in.
Keep the tablet connected to the internet, so managers can see attendance in real time.
💡 Tip: Employees can also clock in with the Workforce.com mobile app. This is off by default. To turn it on, go to Settings → Timesheet Settings → Remote Clock-ins and tick Allow employees to clock-in remotely using the Workforce.com mobile app. You can limit it to certain teams.
FAQ and troubleshooting
Can I lock the tablet to the Time Clock App?
Can I lock the tablet to the Time Clock App?
Yes.
iPad: use Apple's Guided Access to keep the tablet on the Time Clock App.
Android: set the Time Clock App as the tablet's default home app, then turn on Kiosk Mode to hide the home and navigation buttons.
See Time Clock: Kiosk Mode for step-by-step instructions.
I get an error when setting up the time clock
I get an error when setting up the time clock
If you're using a setup code:
Check that it hasn't expired. The New Time Clock Setup page shows when it's Valid until, and opening the page after it expires gives you a new code.
Check that you've entered it correctly.
If you're signing in with an email and password: your role needs permission to set up time clocks. Admins, General Managers and Managers have it by default; Payroll Officers and Employees don't.
How long does a setup code last?
How long does a setup code last?
For security, setup codes expire and are replaced automatically. Check the Valid until time on the New Time Clock Setup page. Until then, you can use the same code to set up as many time clocks as you like. When a code expires, time clocks you've already set up keep working.
Can I use the Time Clock App on a computer?
Can I use the Time Clock App on a computer?
No. Time clocks must be an Apple or Android tablet.
How often does the time clock sync?
How often does the time clock sync?
The time clock syncs every 5 minutes, and each time an employee clocks in or out. Each sync also picks up new employees and changes to your settings.
Does the time clock load employees from other locations?
Does the time clock load employees from other locations?
By default, a time clock loads every employee in your organisation. To limit it to employees who can work at its location:
Go to Settings → Time Clocks.
Click the ⋮ next to the time clock, then click Edit.
Under Edit which locations this device is linked to, choose the location or locations.
Under Location scoping, tick Yes, scope this timeclock to these locations.
Click Update Time Clock.
Employees who can't work at those locations won't be able to clock in on that time clock.
📝 Important to note: If your organisation has more than 500 employees, new time clocks are scoped to their location automatically. This means less data is loaded onto the tablet, so it runs faster and sets up more quickly.
Why is my time clock showing as Offline?
Why is my time clock showing as Offline?
The time clock hasn't been in contact with Workforce.com recently. Check that the tablet is switched on, connected to the internet, and has the Time Clock App open.
Related: The Workforce.com Mobile App can also be used to record work hours. By default, the ability to clock in on the mobile app is turned off.
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